Quoting Workflow

Current vs AirFlo-Optimised Process

Side-by-side visual flows showing how the quoting process changes. Left: the existing 11-step process with 4 rework loops. Right: the AirFlo 6-step process with 2 humans (tech + expert) and the agent doing the heavy lifting.

Steps

11 + 4 rework → 6

Turnaround

3–7 days → < 1 hour

Human handoffs

4 → 1

Humans in chain

4 → 2

§1Process Flows — Side by Side

Both flows start from the same trigger (customer call) and end at the same outcomes. The difference is what happens in between.

Current Process

Stage 1 · Today

flowchart TB classDef tech fill:#cffafe,stroke:#0e7490,color:#0e7490,stroke-width:1.5px classDef office fill:#ede9fe,stroke:#6d28d9,color:#6d28d9,stroke-width:1.5px classDef va fill:#ffedd5,stroke:#c2410c,color:#c2410c,stroke-width:1.5px classDef customer fill:#dcfce7,stroke:#166534,color:#166534,stroke-width:1.5px classDef system fill:#e2e8f0,stroke:#475569,color:#475569,stroke-width:1.5px classDef sched fill:#dbeafe,stroke:#1d4ed8,color:#1d4ed8,stroke-width:1.5px classDef decision fill:#fef3c7,stroke:#b45309,color:#78350f,stroke-width:1.5px classDef good fill:#dcfce7,stroke:#15803d,color:#15803d,stroke-width:2px classDef bad fill:#fee2e2,stroke:#b91c1c,color:#b91c1c,stroke-width:2px classDef neutral fill:#fef3c7,stroke:#b45309,color:#78350f,stroke-width:2px Start([Customer call/email]):::system S0[Office schedules
tech site visit]:::sched T1[Tech onsite
assess + diagnose]:::tech T2[Tech notes
into AroFlo]:::tech O1[Office expert
reads notes]:::office D1{Diagnosis
clear?}:::decision O2[Office expert
validates + scopes]:::office O3[Hand off scope
to VA]:::office V1[VA looks up
parts / prices / rates]:::va D2{All info
known?}:::decision V2[VA assembles
line items + narrative]:::va O4[Office expert
reviews draft]:::office D3{Quote OK?}:::decision O5[Office expert
sends quote]:::office C1[Customer
reviews]:::customer D4{Decision?}:::decision S1[Office schedules
the work]:::sched T3[Tech assigned
to scheduled job]:::tech E1([Approved · ~38%]):::good E2([Rejected · ~8%]):::bad E3([Lapses · ~54%
no follow-up]):::neutral Start --> S0 S0 --> T1 T1 --> T2 T2 --> O1 O1 --> D1 D1 -->|"unclear ↺"| T1 D1 -->|OK| O2 O2 --> O3 O3 --> V1 V1 --> D2 D2 -->|"unknown ↺"| O2 D2 -->|good| V2 V2 --> O4 O4 --> D3 D3 -->|"revise ↺"| V2 D3 -->|OK| O5 O5 --> C1 C1 --> D4 D4 -->|"changes ↺"| V2 D4 -->|accepts| S1 S1 --> T3 T3 --> E1 D4 -->|rejects| E2 D4 -->|silence| E3

Field tech

Office expert

VA (Anggaa)

Customer

Decision / rework

AirFlo Process

Stage 2 · Optimised

flowchart TB classDef tech fill:#cffafe,stroke:#0e7490,color:#0e7490,stroke-width:1.5px classDef office fill:#ede9fe,stroke:#6d28d9,color:#6d28d9,stroke-width:1.5px classDef agent fill:#f3e8ff,stroke:#7c3aed,color:#7c3aed,stroke-width:1.5px classDef customer fill:#dcfce7,stroke:#166534,color:#166534,stroke-width:1.5px classDef system fill:#e2e8f0,stroke:#475569,color:#475569,stroke-width:1.5px classDef sched fill:#dbeafe,stroke:#1d4ed8,color:#1d4ed8,stroke-width:1.5px classDef decision fill:#fef3c7,stroke:#b45309,color:#78350f,stroke-width:1.5px classDef good fill:#dcfce7,stroke:#15803d,color:#15803d,stroke-width:2px classDef bad fill:#fee2e2,stroke:#b91c1c,color:#b91c1c,stroke-width:2px classDef neutral fill:#fef3c7,stroke:#b45309,color:#78350f,stroke-width:2px Start([Customer call/email]):::system S0[Office schedules
tech site visit]:::sched T1[Tech onsite — structured
capture via AirFlo PWA]:::tech A1[Agent analyses photos +
structures notes + pulls
asset history]:::agent A2[Agent assembles quote:
parts · prices · rates ·
labour · callout · narrative]:::agent O1[Office expert reviews
single screen: capture +
history + quote + margin]:::office D1{Approve?}:::decision A3[Agent sends quote
+ updates AroFlo]:::agent C1[Customer reviews]:::customer D2{Decision?}:::decision A4[Agent re-drafts
per changes]:::agent S1[Agent creates
scheduled job]:::sched E1([Approved]):::good E2([Rejected]):::bad E3([Lapses — agent
auto-follows up]):::neutral Start --> S0 S0 --> T1 T1 --> A1 A1 --> A2 A2 --> O1 O1 --> D1 D1 -->|"approve"| A3 D1 -->|"needs info ↺ rare"| T1 A3 --> C1 C1 --> D2 D2 -->|accepts| S1 S1 --> E1 D2 -->|rejects| E2 D2 -->|silence| E3 D2 -->|"wants changes"| A4 A4 --> O1

Field tech

CRAWA Agent

Office expert

Customer

Decision

Rework loops: The current process has 4 rework loops (unclear diagnosis → re-visit, unknown SKU → ask office, quote needs revision → VA redo, customer changes → back to VA). The AirFlo process has 1 rare rework path (office expert needs more field info — mitigated by structured prompts at capture time).

§2What Changes, What's Preserved

Current Process (Stage 1)

4 humans in the assembly chain (tech → office → VA → office)
11 steps plus 4 rework loops
3–7 business days site visit to customer
4 handoffs — each a point of information loss
Timezone gap (Perth office ↔ Indonesian VA)
54% of quotes lapse with no follow-up
Free-text notes drive rework cycles
Shadow process on Teams / phone / WhatsApp

AirFlo Process (Stage 2)

2 humans — field tech (capture) + office expert (review/approve)
6 steps, 1 rare rework path
Under 1 hour turnaround
1 handoff — agent → office expert
No timezone gap — agent runs 24/7
Automated follow-up on every quote
Structured capture — prompted, photo-analysed
Full audit trail in AroFlo

What's preserved: The office expert's diagnosis validation and judgement — the step that genuinely needs human experience. Is the tech's diagnosis right? What should we actually quote on? Customer relationship nuance. The agent handles everything downstream of that decision.